Terms & conditions

1.Definitions Link to section 1#

"Contact Convoy", "we", "us", or "our" means the operator of the Contact Convoy mobile application, website, and related APIs (the "Service").

"You" or "Customer" means the individual user or the company (organisation) that registers for the Service.

"Company Account" means a B2B workspace for one organisation, managed by its admin, into which its team members scan business cards. Admins and co-admins can see all of the company's cards; employees see only the cards they scanned.

"Card Credit" means one unit of allowed usage when a business card is successfully saved to your Company Account through our servers (see Section 2). Card Credits work like usage credits or tokens in AI tools: each plan includes a monthly allowance, and extra usage may require an upgrade or top-up.

"AI Feature" means any function that sends content to third-party artificial intelligence providers (for example AI clean-up of a scanned card, or company intelligence), including Google Gemini, Groq and OpenAI.

2.Card Credits & monthly usage limits Link to section 2#

2.1 Company plans (price per company, not per user)

Plans are sold per company. All team members share one Card Credit pool and one team-member allowance for the billing period.

2.2 How Card Credits are counted

• Counted: A successful new save via /cards/scan (or equivalent) that increments your company's monthly scan counter.
• Not counted: Duplicate detection that returns an existing card; idempotent retries of the same offline scan; local-only text recognition on your phone before save.
• Reset: Card Credits reset at the start of each billing cycle (monthly, quarterly, or yearly plan as applicable). Unused credits do not roll over unless we publish a promotion stating otherwise.
• Display: Your remaining allowance is shown in the app and/or admin dashboard. When you reach 80%, we may send a warning; at 100%, new saves may be blocked until you upgrade, purchase a top-up pack, or the next cycle begins.

2.3 Plan allowances (fixed, part of these Terms)

By subscribing to or using a paid plan, you agree to the Card Credit limits below for each billing cycle.

Website prices exclude 18% GST, which is added at checkout. Quarterly and yearly billing apply the discounts shown on our pricing page.Buying inside the Android app? Google Play prices differ from website prices: Starter ₹114/month and Pro ₹229/month in Google Play. Google Play shows the final amount, including any taxes, before you pay. Card Credit limits apply per billing period and do not roll over.

2.4 Top-up packs

Need more scans? Top up at ₹0.40 per Card Credit (50 for ₹20, 100 for ₹40, 250 for ₹100, plus GST) on Starter and Pro. Top-ups don't change your base plan, and the rate is as published on the pricing page at the time of purchase.

Top-up credits apply to the current billing period unless stated otherwise at purchase. Top-ups are non-refundable once applied.

2.5 Team member limits

Each plan allows a maximum number of active user accounts (admin, co-admin, employee) per company. Adding a user beyond the limit requires upgrading the plan. The Business tier, once available, may list "unlimited" users subject to fair use; we may contact you if usage threatens platform stability.

2.6 Fair use

Card Credits are for normal business-card scanning by humans in your organisation. You must not automate bulk scraping, resell Card Credits, or use the Service to process unrelated image datasets. We may throttle or suspend accounts that abuse quotas or threaten platform stability.

2.7 Plan upgrades: no downgrades

You may renew your current paid plan (same tier), upgrade to a higher tier, or buy top-up Card Credits on Starter or Pro. Self-service plan downgrades are not allowed (for example, moving from Pro to Starter while still on an active paid period).

To change billing period (monthly, quarterly, yearly) you may purchase the same or higher tier again when your current period ends, or contact us. If a paid period ends without renewal, payment fails, or your subscription is cancelled, we may move your company to the Free plan after a reasonable grace period. That is a system consequence of non-payment or expiry, not a voluntary downgrade you choose in checkout.

3.AI features & third-party limits Link to section 3#

AI Features rely on external providers with their own rate limits (requests per minute/day, tokens per minute, etc.), similar to how ChatGPT or other AI tools limit messages per hour. We also apply our own limits, such as a monthly AI clean-up allowance on the Free plan and per-user rate limits.

• We do not guarantee uninterrupted AI availability. During high demand, exhibitions, or provider outages, AI Features may be slow, unavailable, or routed to alternate providers or models.
• AI clean-up and similar tools may fail with rate-limit or quota errors. You agree we are not liable for such failures if we act reasonably to restore service.
• AI output may be inaccurate. You must review all extracted names, phone numbers, and emails before relying on them for business or legal purposes.
• Which data is sent to AI providers, and where they are, is described in our Privacy Policy §8.

4.Accounts, company approval & eligibility Link to section 4#

• Registration requires a valid company domain email (personal domains such as Gmail may be rejected).
• Company Accounts may remain in pending approval until we verify your organisation. We may approve or reject registrations at our sole discretion.
• You are responsible for all activity under your Company Account, including actions by team members you add.
• Admins and co-admins can see each team member's sign-in history (time, IP address and device). If you add team members, you must tell them about this and about our Privacy Policy.
• You must be at least 18 years old and authorised to bind your company to these Terms.

5.Acceptable use Link to section 5#

You agree not to:

• Violate any applicable law, including India's IT Act, DPDP Act (where applicable), and anti-spam rules when sending thank-you or marketing emails;
• Upload unlawful, defamatory, or infringing content;
• Attempt to bypass Card Credit limits, authentication, or rate limits;
• Reverse engineer, scrape, or overload our APIs;
• Share login credentials outside your organisation.

6.Plans, billing & refunds Link to section 6#

• Paid plans are billed per company for a monthly, quarterly, or yearly period. You can buy on our website (through Razorpay) or in the Android app (through Google Play). Team size is limited per plan (see §2.5).
• Website prices exclude GST, which is shown and added at checkout. Google Play prices are different from website prices and are shown by Google Play before you pay. We may change prices for new purchases with notice on the website or app.
• Google Play subscriptions renew automatically until you cancel them in Google Play. Deleting your Contact Convoy account does not cancel them.
• Website purchases are one-time payments for the period you choose and do not renew automatically. To continue after the period ends, buy again.
• No downgrades: You cannot switch to a lower paid tier through the app or website checkout. You may renew your current tier, upgrade, or buy top-up credits. See §2.7.
• Refunds: Except where required by law, plan fees and top-up packs are non-refundable once the billing period has started or credits have been applied. If you believe you were charged in error, contact us within 7 days. See our Cancellation & Refunds policy.
• Failure to pay or renew may result in automatic move to the Free plan, loss of paid features, or suspension after a reasonable grace period.

7.Your data & content Link to section 7#

• You retain ownership of business-card data and content you submit. You grant us a limited licence to host, process, and display it solely to operate the Service.
• You represent that you have a lawful basis to collect and store contact data (e.g. consent or legitimate business interest at trade events). For scanned contacts, you are the Data Fiduciary and we act as your Data Processor (see Privacy Policy §7).
• Thank-you emails: you choose whom to email and what to send, one card at a time; nothing is sent automatically. You are the sender and are responsible for the content, for having a lawful basis to contact the recipient, and for honouring any request to stop. The emails do not yet include an automatic unsubscribe link; if a recipient asks us to stop, we will pass the request to you and you must comply. Monthly limits depend on your plan.
• You may request a copy or deletion of your Company Account data as described in our Privacy Policy. Pro plans can also export cards to Excel.
• We do not sell your contact database to third parties.

8.Disclaimers Link to section 8#

The Service is provided "as is" and "as available."

To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that:

• Text recognition or AI extraction will be 100% accurate;
• The Service will be uninterrupted, secure, or error-free;
• Company intelligence or other third-party data is complete or current;
• Any particular number of Card Credits or AI requests will succeed in a given period.

9.Limitation of liability Link to section 9#

To the maximum extent permitted by applicable law in India:

• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, lost leads, lost business, or reputational harm, even if we were advised of the possibility.
• Our total aggregate liability for all claims arising from or related to the Service in any 12-month period shall not exceed the greater of: (a) ₹5,000; or (b) the amount you paid us for the Service in that period.
• These limits apply to the extent permitted by law and do not limit liability for fraud, wilful misconduct, or death/personal injury caused by negligence where such limitation is prohibited.

10.Suspension & termination Link to section 10#

We may suspend or terminate your access immediately if you breach these Terms, abuse Card Credits, pose a security risk, or fail to pay. You can cancel a Google Play subscription in Google Play (the app links to it); website purchases end on their own at the end of the paid period. You can delete your account in the app or as described on our Delete account & data page. If the company owner deletes the account, the whole company workspace is deleted; if another team member does, only their own account is deleted and the cards they scanned stay with the company. Upon termination, your right to use the Service ends; we may delete or retain data per our Privacy Policy and legal obligations.

11.Downtime, maintenance & service availability Link to section 11#

Contact Convoy is hosted on cloud infrastructure and depends on third-party services (AI APIs, email, storage, payment). We do not guarantee 100% uptime.

• Planned maintenance: We may take the Service offline for updates, security patches, or database work. We will try to notify admins in advance when practical.
• Unplanned outages: Server failures, network issues, DDoS, or provider outages (e.g. Google Gemini rate limits, hosting faults) may occur without notice.
• No SLA compensation: Unless a separate written enterprise agreement says otherwise, we do not offer credits or refunds for downtime or degraded performance.
• Your responsibility during outages: Use the offline save queue where available; retry saves when the Service returns. We are not liable for cards you could not sync during an outage if you did not use reasonable backup practices.

12.Data loss, backups & retention Link to section 12#

• We perform reasonable technical measures to protect data, but data loss can still occur due to bugs, hardware failure, accidental deletion, account termination, or force majeure.
• You are responsible for maintaining your own backups (for example periodic Excel export on the Pro plan, or the optional Google Drive backup in the app).
• After account deletion, or after prolonged non-payment, we may delete or anonymise data per our Privacy Policy and retention schedule. Deleting an account in the app takes effect immediately and cannot be undone.
• We are not liable for loss of business contacts, revenue, or opportunities resulting from lost or corrupted data, except where liability cannot be excluded by law.
• Deletion requests: verifiable requests from the Company Admin will be handled within 30 days where applicable under Indian law.

13.Changes to terms, limits & pricing Link to section 13#

We may update these Terms, Card Credit allowances, AI rate limits, or pricing with reasonable notice (e.g. posting on this page and updating the "Last updated" date). Continued use after changes take effect constitutes acceptance. Material reductions to your paid Card Credits mid-cycle will not apply retroactively without your consent or a pro-rata remedy where required by law.

14.Governing law & disputes Link to section 14#

These Terms are governed by the laws of India. Courts at Ahmedabad, Gujarat shall have exclusive jurisdiction, subject to mandatory consumer protections in your state if applicable.

Before filing suit, you agree to contact us at support@contactconvoy.com and attempt good-faith resolution for 30 days.

15.Contact Link to section 15#

Contact us · Cancellation & Refunds · Shipping · Pricing · Privacy · Home